Smartdoc stores all document-related information digitally in one place. Every part of the organisation can use Smartdoc to store scans, e-mail traffic or digital documents.
- the original version
- the integral content
- the standard metadata
- all traceable manipulations of a document
- your files directly from all Office applications
Discover how document management can simplify your professional life
A well-organised digital working environment is essential for storing and finding the information you need. In this white paper, we explain what document management is and how your business can benefit from it.
In its simplest version, Smartdoc is an application with 2 icons with the aim of quickly archiving and retrieving documents. By default, Smartdoc can be used as an internal search engine on all own documents. Actions are stored and can be consulted. Searching is lightning fast and the search results can be refined or ordered.
Employees gain 1 hour of search time per day
An efficient working environment is created in which all information is centrally managed. Each employee has easy access to all the information he or she needs to work.
Documents can be indexed manually or automatically. Indexes can be “plucked” from a document or filled in automatically using data from other applications.
Every photo, scan, or attachment of an old mail can be made fully searchable by means of a smart algorithm.
Document actions can be configured to eliminate manual interventions and automate time-consuming actions.
It is possible to create new versions of existing documents through an easy check out/check in process. Smartdoc registers all actions so that you always have an overview.
With the intuitive Smartdoc interface, all users can easily be set up for intensive use of the solution. Since we work with a central archive, all employees have access to the information they need to do their daily job.
Through automatic recognition of content or key words, Smartdoc automatically links documents to the correct process. By automating tasks, Smartdoc can drastically reduce the risk of errors. The time spent on administrative tasks can be reduced and employees become more productive.
By recording the business processes as a workflow in Smartdoc, you ensure that your information flows are uniform, efficient and mostly automated
With a digital workflow, tasks can be handled, rejected, approved, delegated and transferred. You can apply workflows to a document, a relation, a person, a file and a project.
Recurring operations and processes can be effortlessly automated in the system.
Recurring document flows can be automated by a combination of document recognition and automated workflows.
Smartdoc allows the implementation of “rules”. Database fields can be compared and can generate notifications, start workflows or trigger a fully automated process.
Save time with document automation
Learn how to reduce the amount of manual work by automating repetitive tasks. Document automation is the new document management.
Document automation is used by Smartdoc customers for insurance files, quality reports, HR documents, photo material, email, contracts, checklists, etc.
Thanks to the invoice recognition tool Smartfin, the financial information from the incoming invoices can be read and forwarded to the accounting package. This is done according to the European standard (www.ubl.be) which is accepted by most accounting packages.
Legal Archiving, Governance,
Risk & Compliancy (GRC), GDPR (AVG)
Smartdoc is the perfect support for any ISO documentation or GDPR implementation. Smartdoc allows documents to be linked to a security, lifecycle, end destination and privacy level. Moreover, an audit trail is kept of all actions.
How to handle documents in times of data protection?
In this white paper you will learn how your document management platform can comply with the AVG (General Data Protection Regulation).
The automation of processes means that the various actions that apply to a document are accompanied by the application. This may include additions, notifications, tasks, approvals, etc.
The process automation suggests the next step in the process each time. Smartdoc offers drop-down menus, makes certain fields mandatory and indicates which information is missing or needs to be completed.
By automating processes within Smartdoc, the daily routine around documents becomes more manageable and efficient. Information is always indexed in the same way and errors can be avoided.